Open Procurement Process
Gauteng Provincial Treasury
Process Mapping
30th October 2014
Tender Process
1. Tender Design
2. Tender Specification Committee
3. SCM Process
4. Bid Evaluation Committee
5. Bid Adjudication Committee
6. Tender Award
7. Monitoring & Feedback
Tender Process - Detail
Control / Oversight
1. Tender Design
Bill of Quantities (BoQ)
Standard Conditions of
Contract
Special Conditions of
Contract
Bid Evaluation Criteria
(Functionality threshold)
Estimate of Costs & Time
- Copy of Bid Evaluation
Criteria that must be used by
Probity Team (Slate of Audit
Companies appointed by
Treasury) to audit the tender
evaluation process of all
contracts > R50 million
-
Tender Process - Detail
2. Tender Specification Committee
Sign-off Tender Documents
Sign-off Bid Evaluation
Criteria
Confirm Budget Allocation
Agree Tender Publication
Date
Agree Site visit Date
Control / Oversight
-Publishing of the tender
- Date, time and place when
and where completed tenders
should be submitted.
- If applicable any special
tender requirements or
conditions
- Compliance documents that
must be handed in.
Tender Process - Detail
Control / Oversight
3. SCM Process
Publish Tender
Publish Site visit & Closing
Date
-
Closing of Tender, Date,
Venue & Time
Process to Follow with the
Opening of the Tenders
Check Compliance
Documents
-
Tender box will be opened in
Public
Each bidder & amount
tendered willt be read out
This list will be published on
the website within 48 hours
Each tender must be
“punched” in public.
Publish on the web-site the
date on which the tender
evaluation process will start
Tender Process - Detail
4. Bid Evaluation Committee
Control / Oversight
-
Appointment of Members
Compliance Documents
Evaluation of Bids i.t.o. Evaluation
Criteria (Functionality)
Preferential Price calculation, ranking
of Bids (Lowest to Highest)
Recommend Lowest Bid, if not why
not, Motivate Second Lowest Bid
Process to be verified by
the Probity Audit team,
appointed by Treasury, for
all bids larger than R50
million.
Publish on the web-site the
bidders who have passed
the ‘Compliance’ gate
Tender Process - Detail
Control / Oversight
5. Bid Adjudication Committee
Appointment of Members
Check Bid Evaluation
Committee Process
Consider the Bid Evaluation
Committee’s Recommendation
Confirm the Recommendation or refer
it back to the Bid Evaluation Com.
If Com. agree with Recommendations
then instruct SCM to inform Bidder
This process will now be
open to the public to observe
Internal Audit to confirm that
the lowest bid has been
recommended, and if not, what
is the motivation to recommend
the second lowest bid
- Process to be verified by the
Probity Audit team, appointed
by Treasury, for all bids larger
than R50 million
Tender Process - Detail
6. Tender Award
Control / Oversight
SCM Informs Successful Bidder that
they have been Awarded the Tender
Tells the Successful Bidder to come
and sign the Contract & Guarantees
SCM Informs Un-successful Bidders
that they have not been successful
Once the Documents Have been
Signed informs Dept. to hand over site
Informs CFO of Expected Cash-flow
during the construction period (MTEF)
-Treasury to publish the name
of the successful Bidder and
the tender amount on their website
- Publish the site handover date
and the expected construction
period on the web-site
Tender Process - Detail
7. Monitoring & Feedback
SCM to visit Site every 3 Months
Control / Oversight
-Treasury must be informed of
any contractor who is not
performing in order to:
Enquires on Quality, skills & Progress
SCM Prepares a Report on
Contractor’s Performance
Sends Report to Tender Spec. & Bid
Evaluation Com. For noting
- Treasury must be informed of
any litigation between the
Contractor and GPG, and any
possible future contingent
liability to the GPG
END